Senior Accounting Specialist

Basic Function

The Accounts Payable & Cash Receipts Specialist is responsible for the accurate and timely processing of accounts payable transactions and daily cash receipts activities. This position reports to the Controller and supports the accounting department by ensuring vendor payments, employee reimbursements, customer payments, and related accounting records are processed in accordance with company policies and accounting procedures.

Essential Duties/Responsibilities

• Accounts Payable:
  • Process vendor invoices accurately and timely, including coding and entry into the accounting system.
  • Oversee the RFE (Request for Expenditure) process, enforcing company policy and communicating with internal staff if corrections are required.
  • Match RFEs to company department budgets, if applicable.
  • Absorb year-end 1099 preparation and reporting.
  • Reconcile vendor statements and resolve outstanding issues.
  • Match invoices to purchase orders, contracts, and approvals required.
  • Review invoices for accuracy, proper documentation, and compliance with company policies.
  • Prepare weekly check runs, ACH payments, wire transfers, and other payment processing activities.
  • Maintain vendor files, including W-9s and related documentation such as COIs.
  • Communicate with vendors regarding payment status, discrepancies, and account inquiries.
  • Maintain organized electronic and/or paper filing systems for accounts payable records.
  • Monitor recurring expenses and ensure timely payment of obligations across all firm offices.
  • Perform credit card receipt reconciliation to statements and ensure all are for business purposes.
  • Maintain records for employee educational expenses and ensure they are in line with company policy.
• Cash Receipts:
  • Access to bank accounts to process daily cash receipts, checks, ACH payments, credit card transactions, and wire receipts.
  • Research and resolve unapplied cash, short payments, overpayments, and customer account discrepancies.
  • Apply customer payments accurately to outstanding invoices and accounts.
  • Reconcile daily deposits and cash activity to bank records and accounting system balances.
  • Cook up with project managers, accounting staff, and clients regarding payment questions.
  • Prepare and maintain cash receipt reports and supporting documentation.
  • Cook up bank reconciliations and month-end close activities.
• General Accounting & Administrative Support:
  • Assist with month-end and year-end accounting processes.
  • Respond timely to internal and external inquiries.
  • Assist with audit requests and supporting documentation.
  • Participate in process improvement and efficiency initiatives.
  • Perform additional accounting and administrative duties as assigned.
• Maintain confidentiality of financial and employee information.

Qualifications/Skills

• Strong attention to detail and accuracy.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong organizational and communication skills.
• Highly Proficient in Microsoft Office; particularly Excel, along with SharePoint.
• Maintain a strong understanding of basic accounting principles and internal controls.
• Ability to manage sensitive and confidential information professionally.
• Strong problem-solving and reconciliation skills.
• Ability to work independently while also collaborating with team members.
• Dependable with strong follow-through and customer service skills.

Education/Experience

• Associate degree in Accounting, Business, or related field preferred; equivalent experience considered.
• Minimum of 7-10 years of accounts payable, cash receipts, or general accounting experience preferred.
• Experience in professional services, construction, architecture/engineering, or related industries preferred.
• Experience with ERP/accounting software; Deltek ERP experience a plus.